Carollo Engineers ProjectWise Quick Reference Guide

Table of Contents

INTRODUCTION .................................................................................................................................. 1

MAIN SCREEN ..................................................................................................................................... 1

ICONS ................................................................................................................................................... 2

WORKING WITH DOCUMENTS ......................................................................................................... 3

• Create Documents ....................................................................................................................... 3

• Check in/ check out ..................................................................................................................... 5

• Free............................................................................................................................................. 6

• Delete ......................................................................................................................................... 6

• Rename ....................................................................................................................................... 6

• Version ....................................................................................................................................... 6

• Copy/Move ................................................................................................................................. 7

• Export/import .............................................................................................................................. 8

• Workflow states .......................................................................................................................... 9

• Desktop shortcut ....................................................................................................................... 10

• Share ProjectWise file ............................................................................................................... 11

• Flat set ...................................................................................................................................... 13

SEARCHES ......................................................................................................................................... 15

• General Search .......................................................................................................................... 15

• Search by Form ......................................................................................................................... 15

• Search Builder........................................................................................................................... 16

VIEWS .................................................................................................................................................. 17

• Create and Customize Personal View ......................................................................................... 17

MAINTENANCE ................................................................................................................................. 19

• Local Document Organizer........................................................................................................ 19

• Changing/Updating ProjectWise Passwords (for external users only) ......................................... 21

1

INTRODUCTION

ProjectWise is an engineering project team collaboration system which is used to help teams improve quality,

reduce rework, and meet project deadlines. The ProjectWise environment controls files as records in a

database. ProjectWise will track changes to documents, store attributes for searching and grouping

documents, control access to documents, create audit trails and manage distributed document locations. From

any location, the managed ProjectWise environment will always have the same interface.

MAIN SCREEN

The ProjectWise Explorer Window has three main sections

1. The Datasource/Folder View – left pane

2. The Document View – right pane

3. The Preview Pane – bottom of right pane

The Preview Pane contains several tabs:

• Folder/Project Properties tabs show their general properties,

• Document Properties tab shows the general properties when a document is selected,

• Personal Portal tab allows you to take advantage of custom LEARNing paths and software

recommendations based on their role and skill level,

• Dependency Viewer tab shows any known dependencies of a selected document.

• Photo Preview tab let users preview an image, such as a photograph for image files.

2

ICONS

General ProjectWise Icons include Database Icons, Project /Folder Icons, Document Permission Icons and

Application Icons. Detailed descriptions are in the following table:

Icons Explanation

Database

Icons

Datasource: Indicates an individual Datasource.

Active Datasource: Indicates that the Datasource is open and in use

Open Datasource : Indicates that the Datasource is open but not in use

Project

/Folder

Icons

Project folder: which has more functionalities than Folder.

Folder: Indicates folders and subfolders

Saved Searches parent folder

Save Searches Folder: Each user also has a personal folder

Document

Permission

Icons

Read/Write - The pencil icon indicates that the document is checked in, and you have

read/write permission for this document

Read Only - The open book icon indicates that you have read-only access to the

document.

Locked - Document is either checked out, or has been exported, by another user. You can

still open this document as read-only.

Checked Out - Document is checked out to you.

Exported - Document has been exported by you.

Final Status of a Document - Someone has set Final Status on this document.

Final Status of a Version - Someone has set Final Status on this version.

Application

Icons

The Default icon indicates a document is associated to an application, but the application

itself has no associated icon.

The Unassociated icon indicates a document not associated to any application, or to one

that has no file attached.

A ProjectWise markup document.

The Flat Set icon indicated a document group; several documents grouped together.

Represents a logical set for MicroStation.

Represents a logical set for AutoCAD.

3

WORKING WITH DOCUMENTS

• Create Documents

To create a document, you can copy an existing file from the Windows environment or ProjectWise

datasource by dragging and dropping, or you can select New Document in ProjectWise similar to

creating a new document in Windows Explorer.

No matter drag-drop or New Document, Advanced Wizard is suggested to create new documents. Here

are the step-by-step instruction for Advanced Wizard:

1. When Select Target Folder page opens, select the project or folder in which to create the document

and click Next.

2. The Select a Template page opens for you to select a file or document on which the new document

will be based.

a. To create a new document based on an existing ProjectWise document, turn on “Use

ProjectWise document as a template,” click Select, and select a document from the Select

Template Document dialog box. If you are dragging an existing ProjectWise document from

one folder to another, this option and the document you are dragging over will be selected by

default.

b. To create a new document based on a file not currently stored in ProjectWise, turn on “Use

external file as a template,” click Browse, and select the external file to use as your seed file. If

you are dragging a file in from Windows Explorer, this option and the file you are dragging in

will be selected by default.

c. To create a new document by using a file or document that has already been used by the wizard

to create a new document, turn on “Select from recent used templates” and select the file or

document to use from the list box. This option is disabled if this is the first time using the wizard.

4

3. When the Define Document Attributes page opens, optionally enter the values in the attribute

fields and click Next. These attributes will appear on the Attributes tab of the Document Properties

dialog box. Properly filling out the attributes will help other users identify files and find them

with the ProjectWise search function.

4. When the Document Properties page opens, enter new or edit existing values for the document

name, description, file name, and version. All documents must have a unique document name, a

description, and a unique file name within that folder. Properly filling out the description of the new

file will help other users identify files and find them with the ProjectWise search function.

5

5. The Create a Document page opens, which displays all the document properties entered during

the document creation process. To create the document, click Next. When the Completing the

Advanced Document Creation Wizard page opens, click Finish.

a. (Optional) To open the newly created document(s) immediately upon completion, turn on

“Launch associated application.”

b. (Optional) To apply all the previously selected configuration options to all the succeeding

documents (if using the wizard to create multiple documents), turn on “Apply selected options

to succeeding documents,” otherwise the wizard will appear for each document.

• Check in/ check out

When a team member wants to edit a file, they check out the file by opening the file (similar to opening

a file in Windows Explorer). The file is placed in their local working directory and the database record

is marked checked out to that user and “read only” to all other users. This places the file at the full

disposal of the user who checked out the file. While the file is checked out, other team members can

view the file but cannot make any changes.

When a file is checked in, the file is copied back to the server and the file becomes available for other

users to check out.

A user can always refresh the checked out file on the server so that other team members can view or

reference the latest version. (Right click on file in ProjectWise and select Update Server Copy.)

Files are automatically checked out when you open them. When you close the file, you will typically be

prompted to check them back in. However if there is no prompt, go back to the file and right-click and

select check-in. Also, you can use the Local Document Organizer to check files back in.

6

• Free

The free command changes the status of a document from checked-out to checked-in without updating

the server copy. You can only free files that you have checked out. Be careful, any changes made to

the document will be lost when the document is freed.

• Delete

Deleting a file in ProjectWise works similarly to deleting files in Windows Explorer. Select the file, right

click, and select the Delete option. Should you accidentally delete a file, contact the ProjectWise

Administrator to have it restored.

• Rename

Select the file, right-click, choose Rename. The document name and file name should be the same

except for the file extension.

• Version

Through version control, you can create new documents, based on existing documents, while preserving

the original document. The original document automatically becomes read-only and the new version is

now the active document.

To show all versions or to turn off viewing of older versions go to Tools Menu > Options, select the

Settings tab and open the Document List option.

There are three ways to create new version:

1. Select the file, right-click, select New, then Version.

7

2. When checking in a document, select the “Create new version during Check In” option.

3. When drag a file with the same file name from outside of ProjectWise into a folder. You must use

the No Wizard Option. Drag and drop the file into the folder with the existing file. The “Select an

Action” dialog will appear, select “Create a new version of existing document.”

• Copy/Move

There are three ways to copy or move documents:

1. Copy/Move Files by Dragging Them from One Folder to Another.

To copy: drag the selected files from the document window into the target folder.

8

To move: press the <Shift> key and drag the selected documents from the document window to the

target folder.

2. Copy/Move Documents One at a Time Using the Copy/Move Document Dialog Box.

Select a document and choose Document > Copy/Move To... The Copy/Move Document dialog box

opens.

3. Copy/Move Documents using Copy/Cut and Paste.

Select Document > Copy/Cut.

Select the folder or project to which you want to move the document(s).

Select Document > Paste.

When prompted, Do you want to move document(s) here?, click Yes.

• Export/import

1. Select one or more documents and choose Document > Export.

2. The Document Export Wizard opens and click Next.

9

3. Define the export settings page opens. If all of the selected documents are currently exclusively

checked out or exported, the Export option is disabled and the “Send To Folder” option is

automatically turned on. There are two ways to export:

a. Export - Locks File, changes can be re-imported

The documents will be locked to other users until they are imported back into ProjectWise.

b. Send to Folder – Create unmanaged local copy

The documents will still be accessible for other users to edit.

c. Select Next. Click Browse to select the export location, or type the location to which to export

the document(s) directly in the Export folder field. If this folder does not exist, it will be

created upon export.

d. Click Next. The documents are exported to the target folder, and the results are displayed in

the wizard and click Finish.

4. To import documents, Select one or more exclusively exported documents. Choose Document >

Import. You can also use the Local Document Organizer to import your documents.

• Workflow states

Files that go to the client need to be formatted by document processing so a consistent format is

maintained. Certain folders will have assigned workflows or states so that a document is protected once

it has been formatted. These folders are: Correspondence, Deliverables, Meetings and Specifications.

10

When users create a document, the file is automatically given an “In Progress” state. The document can

be accessed for editing by all users. When the user is ready to have the file formatted and proofed, a link

to the correct document can be emailed to document processing.

A document processor will open the file, correct the format, and proofread the file. Then the document

processor will change the state to “In Document Processing.” At this point, the document will become

“read only” to engineers.

If users elect to make edits on the electronic file, they may: Call the document processor and ask them

to change the state so the file can be edited, or Create a new version of the file and re-email the link to

document processing so the formatting can be rechecked.

1. Change Documents State in the Workflow

Select one or more documents. Choose Document > Change State > Next/ Previous/Change.

2. Setting FINAL Status When File Goes to Client

FINAL status locks the document and indicates this version is a snapshot of what was sent to the

client. Be sure it is very clear with the PM who has responsibility to do this (engineer who emails

document to client, document processor who is told that this document has gone to the client, etc.).

• Desktop shortcut

Desktop shortcuts can be created for both folders and files. Simply drag and drop the target folder/file

to you windows desktop, and this will create a shortcut on Windows desktop.

11

By double clicking the shortcut, it will direct you to the folder/file in ProjectWise.

• Share ProjectWise file

ProjectWise file can be shared by right clicking the file and choosing ‘Send To’. There are two ways to

send file: Mail Recipient will send out a copy of file as attachment, ‘Mail Recipient As’ Link will send

out the ProjectWise link of file and recipient can open the link in their ProjectWise Explore.

12

ProjectWise link can also be found in address bar, and it can also be copied and sent by either Copy

URL or Copy URN. URN uses the document GUID (a unique identifier) and URL uses full folder path.

PLEASE USE URN WHEN THE FILE LINK CONTAINS SPECIAL CHARACTERS, SUCH AS “®”.

13

• Flat set

A flat set is a group of documents that are placed into a container for some purpose, such as for printing,

or to simplify the checkout of multiple documents across folders. When you right-click a flat set, you

will see all of the options available to you for working with the flat set. When you have a flat set open,

you can select and right-click the documents in the set and perform actions on them just as you would

from any folder in ProjectWise Explorer.

You can place a single document into as many sets as you want. The document is not physically copied

into the set, but a record of the document is added to the set. Because of this, removing a document from

a set does not remove the document from the folder in ProjectWise in which it exists.

When you check out a flat set, all documents in the set are checked out. When you check in a flat set,

and if you are required to enter change comments upon check in, you are only presented with one Check

In dialog box in which to enter your comments.

1. Choose Document > Set > New. The Create Document Set dialog box opens. Type a name and

optionally a description of the set, and click OK.

2. An empty set window opens for you to add documents. The title bar of the set window shows the

name of the containing folder followed by the name of the set. Select documents from any folder

in the datasource and drag them into the set window.

3. Once the first document is added, the flat set is created in ProjectWise, and displays in the

documents window of the originally selected folder.

14

4. If you close the flat set before adding documents to it, the empty flat set will not be saved to

ProjectWise. Further, once the last document is removed from a flat set, the empty set is

automatically deleted.

15

SEARCHES

You can search on system attributes, on custom attributes, or both. Note that if you search on system attributes

or on custom attributes, the results of the search will only be as accurate as the data entered by other users.

• General Search

Quick Search is a “Google-like” search field available on the new Search toolbar that lets users search

for documents, folders, and projects, simply by typing the text they want to search by and clicking Start

search. Quick searches are not case sensitive, and the Quick Search field stores the most recently used

searches for quick access.

• Search by Form

Go to Folder>Advanced Search>Search by Form, and fill in the attributes you want to search for, such

as file name, created by, description, etc. The Search by Form has different tabs listing attributes that

can be used to base a search on. Available fields are white. Grey fields are unavailable to search on.

Search by Form can also be used to search by text. On Search for Form, select the Full Text tab. In the

“Look for” field, type the text string you want to search for. To search inside documents’ files for the

specified text, set “Look inside” to File Contents. Click Apply or OK.

16

• Search Builder

Go to Folder>Advanced Search>Search Builder. When using the Define Search dialog box, you first

select the type of search (document or project/folder), then you select what you want to search by. When

you reach the Value field, depending on the property selected, the Value field either becomes a dropdown

list box containing fixed options obtained from the datasource, or a text field with an accompanying

Format (...) button. Just like in the Search by Form dialog box, you can either type in the text field, or

click the Format button to build a custom search expression. The text you type in search fields may or

may not be case sensitive, depending on whether or not your administrator has turned on the option in

the datasource to enforce case sensitivity for searches. Click OK to run the search and close the dialog

box, or click Apply to run the search but leave the dialog box open. Documents matching your search

criteria display in the Search Results window.

17

VIEWS

Views are used to control the properties (in the form of columns) that display in the documents window when

a folder or project is selected and when View > Details is on.

• Create and Customize Personal View

1. Open ProjectWise Explorer>Views> Manage Views, Click “New” and you can custom your view

here.

2. Enter the name of your personal view, do not change the environment, select the column you want

and click “left/right arrow” and it will be added to your personal view. You can also sort the order

of these columns by using the “up/down arrow”.

18

3. If you want to make this as your default view, go to “Set Defaults” tag and check all 4 highlighted

options.

4. Click OK and refresh ProjectWise.

19

MAINTENANCE

• Local Document Organizer

Local Document Organizer is used to list and manage the documents that you currently have checked

out, copied out, or exported. Local Document Organizer opens automatically when you log out if you

still have documents checked out. The Local Document Organizer dialog box always opens with the

View set to display Checked out Documents. The actions you can perform from the Local Document

Organizer dialog box depend on the View option that is active. You can select multiple documents in

the Local Document Organizer’s list box and apply a command to all of them simultaneously.

To avoid ProjectWise slowness, all users are suggested to clean local documents and workspace

biweekly as below, weekly clean is suggested for heavily used machine, such as CAD drafting.

1. ALL FILES MUST BE SAVED AND CHECKED IN FIRST!

2. Open ProjectWise Explorer>Tools>Local Document Organizer. The purpose of the Local Document

Organizer is to manage documents and workspace that have been Checked, Copied, or Exported Out

to your local drive.

3. In the open dialog, click Copies icon and you will see all copies on you laptop, select all copies

(CTRL + A) or the ones you need to purge, click Purge Copy icon . This will delete local

document copies.

20

4. In the open dialog, click Workspace Copies icon and you will see all workspace copies on your

laptop, select all copies (CTRL + A) or the ones you need to purge, click Purge Copy icon . This

will delete local workspace copies.

5. Close Local Document Organizer and refresh ProjectWise.

21

• Changing/Updating ProjectWise Passwords (for external users only)

In ProjectWise Explorer, go to Tools > Options > Under the General Tab, enter the following

information:

Old Password: Enter the assigned (or old) password

New Password: Enter the newly desired password

Verify New Password: Re-enter the new password

Hit Apply or OK to save the new password.